JOB SUMMARY

**PLEASE NOTE: The City is recruiting for a new member of our Central Services team to coordinate grants administration, contracts, and procurement at either the Specialist or Officer level. In our list of available jobs, you will see both posted. Please apply for the position that most aligns with your education, experience and qualifications. **

INFORMATION REGARDING COMPENSATION:
The full salary range for the position is as listed -- $28.21/hr. - $38.97/hr.
The general hiring range for the role is $28.21/hr. - $32.44/hr.

The hiring salary is dependent on experience, qualifications and education.
Performs para-professional work planning, coordinating, developing, and overseeing the Citys formal and informal procurement and contracting activities related to the acquisition of goods, materials, supplies, equipment, construction, and services. This position also performs professional work assisting in applying for and administering grants, including providing technical assistance and compliance to all City divisions, departments and personnel for grants considered and/or received by the City. Work is performed under the direct supervision of the Central Services Director, although considerable leeway is granted for the exercise of independent judgment and initiative.

EXAMPLES OF DUTIES

This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:

• Prepares solicitation documents assuring compliance with city, state and federal regulations.
• Prepares contract documents, reviews and tracks contractor submittals, prepares and/or reviews pay requests, prepares and/or reviews change orders and correlates project expenditures with the Finance service delivery group and managing division service delivery group.
• Researches and analyzes grant funding sources from federal, state and local government agencies, as well as private foundations.
• Assists project managers, as needed, on grant applications and reviews and assists with application submission.
• Prepares and submits, as requested, grant reports and reimbursement requests in collaboration with the program manager.
• Serves as a liaison between service area staff and other agencies involved in the contract development and approval process.
• Identifies and recommends business process changes that will provide cost savings opportunities for the City.
• Assists with maintaining the City-wide procurement and contracting policy and procedures.
• Prepares and types correspondence, memorandums, reports and related materials for related personnel as necessary and requested.
• Prepares and/or processes purchase orders for contracts, including generating material receipts, and establishing vendors.
• Coordinates and oversees surplus program of City personal property.
• Establishes and maintains contract and purchasing files, including maintaining security over confidential matters and files and distributing such material only to appropriate sources.
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
• Attends meetings, conferences, workshops and training sessions and reviews publications and audiovisual materials to become and remain current on the principles, practices and new developments in assigned work areas.
• Responds to City staff, vendor, or contractor questions and comments in a courteous and timely manner.
• Maintains knowledge of all organizational and governmental rules affecting purchases, contracts and grants and provides information about these rules to staff members and to vendors.
• Prepares subrecipient and vendor contracts supported with grant funds to ensure all appropriate pass-through provisions are included.
• Assists with development and maintains City solicitation.
• Coordinates with City Attorney on contracts and secures document reviews, as appropriate.
• Provides high level assistance with the development of performances measures, benchmarks and reporting of Citywide contract/procurement and grant activity.
• Performs other related duties as assigned.

CORE COMPETENCIES

KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of:

• Governmental purchasing, preparation of contract documents, and procurement procedures.
• Federal and state grant and administrative procedures.
• Computer records management and modern filing systems.
• Modern office procedures and equipment.
• Local government accounting principles, practices and procedures.
• Municipal procurement procedures.
• Principles and practices of leadership, motivation, team building and conflict resolution.
• Standard business software tools such as database management, word processing, spreadsheet, email, and Internet browser programs.

• Using tact, discretion, initiative and independent judgment within established guidelines.
• Analyzing and resolving technology related problems and customer requests.
• Researching, compiling and summarizing information, including statistical data.
• Organizing work, setting priorities, meeting critical deadlines and following up on assignments with a minimum of direction.
• Planning, organizing, and directing functions of staff.
• Communicating clearly and effectively, both orally and in writing.
• Preparing clear and concise reports, correspondence and other written materials.

• Provide consistent and productive leadership to others in both routine and stressful situations.
• Understand and carry out written and oral instructions with close attention to detail and accuracy.
• Adapt to and plan for changes in assignment and in the work environment.
• Work cooperatively and effectively with staff, customers, vendors and the public.
• Coordinate and perform multiple tasks simultaneously in a consistent and accurate manner.
• Analyze information quickly and accurately and develop an appropriate course of action.

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively.
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review documents in electronic and hardcopy form.
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computers and related equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function in a general office environment and visit various work sites throughout the City.

• Work is performed in a normal office environment with little exposure to outdoor temperatures, dirt and dust.
• The incumbent’s typical working conditions are moderately quiet with little exposure to excessive noise.
• Duties may require some evening, weekend, holiday and/or on-call work.

ACCEPTABLE TRAINING AND EXPERIENCE

MINIMUM QUALIFICATIONS REQUIRED:

• Graduation from an accredited four-year college or university with a degree in business or public administration, accounting or related field; and
• Four (4) or more years’ experience in contract management, procurement, grant administration, or similar role, preferably within a government agency; and
• Any equivalent combination of experience, training and education which provides the knowledge and abilities to effectively perform the work may be considered.

• State of Idaho Certification as a Community Development Block Grants Administrator within twelve (12) months of hire.